budget and expense tracking spreadsheet training module by: douglas alan masury sr. financial...

Budget and Expense Tracking Spreadsheet Training Module By: Douglas Alan Masury Sr. Financial Analyst Mission College

Budget and Expense Tracking Where is my money? Welcome

Do you have a personal checkbook? The Budget and Expense spreadsheet is exactly like having an electronic checkbook. You will be able to easily see where your money was spent and your available balances. Can I really make that next purchase? 3Flex-day, Fall 2010

Why do I need to use this? Without it, you will not know how much money you have left in your fund account to make that next purchase. With it, you will know how you have spent your money, how much is left, AND whether you will have enough to make that NEXT purchase. 4Flex-day, Fall 2010

Doesnt Datatel tell me that? When you incur an expense, you create the necessary paperwork to get it paid [or reimbursed]; After the appropriate signatures, it is sent forward to Finance for payment; It can take up to two weeks for this to show in Datatel; How can you effectively know your balance? 5Flex-day, Fall 2010

Fund Name: Enter Fund name Fund/Project Manager: Enter Budget Administrator Enter Datatel account string Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ - Total Revenue $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 1#N/AOLink1 $ - BLink1 $ - 2#N/AOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ - 4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $ - 59990 Indirect Costs $ - Total Expenses : $ - Here is the tool that will help you manage your fund/grant. 6Flex-day, Fall 2010

This looks Complicated!!! It is not. Everything in this spreadsheet is formula driven, appropriately hyperlinked, and gives you your spending results immediately after your data [budget or expense] entry. You will know your budget, expenses, and encumbrance balances all on one summary sheet. 7Flex-day, Fall 2010

So how do I use it? EASY. 8Flex-day, Fall 2010

Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ - Total Revenue $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ - 54210Non Instr SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ - 59990 Indirect Costs $ - Total Expenses : $ - Enter in your Fund/Grant Name, followed by your name, and the appropriate Datatel account number 9Flex-day, Fall 2010

Enter in your TOTAL Budget amount.. Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 1#N/AOLink1 $ - BLink1 $ - 2#N/AOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ - 4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $ - 59990 Indirect Costs $ - Total Expenses : $ - 10Flex-day, Fall 2010

Now you need to enter your line item object codes.. Why do I need to do that? The line item object codes are the buckets where you will be spending your money from. They determine HOW you will be spending your money. 11Flex-day, Fall 2010

Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ - 54210Non Instr SuppliesOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ - 4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $ - 59990 Indirect Costs $ - Total Expenses : $ - In the Enter Object Code column, enter in the object code for the Budget/Expenses you will incur 12Flex-day, Fall 2010

How does the sheet know what to populate the Object code Description with? AND where does it get it from? On the Summary Page, located with a start point of cell A150, you will find the list of object codes and their respective descriptions. The formula reads from this list [via a V/H Lookup Table]. 13Flex-day, Fall 2010

What do I do if the object code I want is not on this list? At the bottom of this list are a few blank cells. Enter in the new object code [in column A] and the corresponding description [column B]. Then highlight the entire list and the descriptions and sort by column A. This will put the new object code in the correct order with the others. The V&H Lookup Table formula will now work with this new object code. 14Flex-day, Fall 2010

Do not adjust this table, you may add object codes at end of table but do not sort once data entry has begun. Object Code Table 51110 FT Instruct Teach 51130 FT Fac Counselors 51210 Admn/Deans Salaries 51232 FT Academic Non Teach 51310 PT Faculty,Teach 51410 PT Fac Counselors 51410 PT Fac Counselors 51412 PT Fac Non Teach Other 51450 PT Fac Non Teach Stipends 52110 Class FT Sal 52120 FT Mgmt Salaries 52310 Hrly Class Sal 52320 Hrly Class Sal OT 52325 Hrly Class Replacements 52350 Hrly Class Stipends 52410 Hrly Class Instr Aide Sal 52420 Hrly Class Instr Aide Sal OT 52450 Hrly Class Instr Aide Stipend 53100 Mandatory Fringe 53300 Health Benefits 54110 Instr Supplies 54210 Instr Books, Mags, Period 54210 Non Instr Supplies This is what the list looks like. The descriptions are brief and give the basics of the object code and what it is used for. For the most part, there is usually no need to be adding new object codes as this list comprises almost ALL of the MOST common object codes used. 15Flex-day, Fall 2010

A note or two about the Summary page The Summary page currently shows room for 5 object codes. This is for this training as in actuality, the sheet allows for 30 object codes. How do I activate them? Highlight the lines to the left [between the last object code and the Subtotal line, right click, and press Unhide. All 30 will show for usage. The spreadsheet allows for 30 individual object codes in total. At the bottom of the Summary Spreadsheet [not shown here] you will see 30 Olinks each one is hyperlinked to a separate object code line on the Summary Page. Same with the Blinks. For those you are not going to use, highlight them, right click on your mouse, and HIDE them. The print setup will only print those that are shown on the screen. 16Flex-day, Fall 2010

Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page]Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object CodeObject Code Description [ this fills in automatically by entering in the object code]Object Code LinkBudget [figures comes from Budget Entry Link page]Budget Entry LinkExpenditure [comes from object code detail page]Actual Balance [calculaated automatically]Encumbrance [comes from object code detail page]Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ - 54210Non Instr SuppliesOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ - 4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - 6#N/AOLink6 $ - BLink6 $ - 7#N/AOLink7 $ - BLink7 $ - 8#N/AOLink8 $ - BLink8 $ - 9#N/AOLink9 $ - BLink9 $ - 10#N/AOLink10 $ - BLink10 $ - 11#N/AOLink11 $ - BLink11 $ - 12#N/AOLink12 $ - BLink12 $ - 13#N/AOLink13 $ - BLink13 $ - 14#N/AOLink14 $ - BLink14 $ - 15#N/AOLink15 $ - BLink15 $ - 16#N/AOLink16 $ - BLink16 $ - 17#N/AOLink17 $ - BLink17 $ - 18#N/AOLink18 $ - BLink18 $ - 19#N/AOLink19 $ - BLink19 $ - 20#N/AOLink20 $ - BLink20 $ - 21#N/AOLink21 $ - BLink21 $ - 22#N/AOLink22 $ - BLink22 $ - 23#N/AOLink23 $ - BLink23 $ - 24#N/AOLink24 $ - BLink24 $ - 25#N/AOLink25 $ - BLink25 $ - 26#N/AOLink26 $ - BLink26 $ - 27#N/AOLink27 $ - BLink27 $ - 28#N/AOLink28 $ - BLink28 $ - 29#N/AOLink29 $ - BLink29 $ - 30#N/AOLink30 $ - BLink30 $ - Subtotal : $ - 59990 Indirect Costs $ - Total Expenses : $ - Here are all 30 Object Code lines.. How many of you need all 30?...... 17Flex-day, Fall 2010

How do I enter my Line Item Budgets? By now, you will have entered in your specific object codes. For each object code, click on the corresponding BLink# and this hyperlink will take you to the Budget Entry Link page. [and there are 30 BLink#s too] 18Flex-day, Fall 2010

This is where the hyper link takes you.. To the location of the object code selected Am I in the right place for the object code I want? Yes as you will notice at the top : Object Code and then you will see your object code Budget Transfer Tracking Sheet Summary Grant NameMy Fund 100 Datatel#100-xxxxxx-xxxx-xxxxx-000 Object Code54110 BTRN Ref# [must Hyperlink] Budget Transfer Amount PostedBudget Available Beginning Budget Amount $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ - Total Transfers $ - Net Budget $ - 19Flex-day, Fall 2010

What am I seeing? This is the subsheet where budget entries are made. By having clicked on the Blink# for your object code, the hyperlink will take you to the appropriate budget section for that object code. Enter in your Beginning Budget Amount in the GREEN Cell. In this case, $5000. 00 Budget Transfer Tracking Sheet Summary Grant NameMy Fund 100 Datatel#100-xxxxxx-xxxx-xxxxx-000 Object Code54110 BTRN Ref# [must Hyperlink] Budget Transfer Amount PostedBudget Available Beginning Budget Amount $ 5,000.00 Transfer $ 5,000.00 Transfer $ 5,000.00 Transfer $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Total Transfers $ - Net Budget $ 5,000.00 20Flex-day, Fall 2010

You will also notice that the Budget Available field is now populated as the Net Budget field is also populated with the current BUDGET available. To the right of the spreadsheet, is a BLUE Summary button. Click on this and you will be taken to the Summary page to see your updated entries. Budget Transfer Tracking Sheet Summary Grant NameMy Fund 100 Datatel#100-xxxxxx-xxxx-xxxxx-000 Object Code54110 BTRN Ref# [must Hyperlink] Budget Transfer Amount PostedBudget Available Beginning Budget Amount $ 5,000.00 Transfer $ 5,000.00 Transfer $ 5,000.00 Transfer $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Total Transfers $ - Net Budget $ 5,000.00 21Flex-day, Fall 2010

Now you will see your $5000 entry you made on the Budget Entry Sheet appearing on the Summary Sheet. Every entry you make on ANY of the subsheets will appear on the Summary Sheet and will automatically calculate the balance for you. Now we are going to add an EXPENSE and a PURCHASE REQUISITION for the Object Code 54110. You begin by clicking on the OLink1 hyperlink for the Object Code 54110 Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ - $ 5,000.00 $ - $ 5,000.00 54210Non Instr SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 5,000.00 $ - $ 5,000.00 $ - $ 5,000.00 59990 Indirect Costs $ - Total Expenses : $ 5,000.00 $ - $ 5,000.00 $ - $ 5,000.00 22Flex-day, Fall 2010

As you can see, your BUDGET amount has populated this subsheet as well. On this subsheet for Object Code 54110 [as you see at the top of the sheet], all your entries MUST be made on the yellow lines for the formulas to work. Anything on the white lines will not affect the formula and that data will not adjust any balances, either expense or budget. 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance Summary 5,000.00 $0.00 5,000.00 Actual Balance5,000.00 23Flex-day, Fall 2010

I have entered a Purchase Requisition for Office Depot in the amount of $500. At this point, no purchases have been made against the Requisition, nor has the Requisition been cleared thru Purchasing. However, your intended expenditure IS recorded under the Allocated column as you are intending to spend this money for supplies. After the entry is complete, notice the Available Balance has been updated to reflect this intended expenditure. Also, at the bottom of the Allocated column is the balance of the outstanding Encumbrances. Click on the Summary to return you to the Summary Page 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office Depot113961 $500.00 4,500.00 $500.00 $0.00 4,500.00 Actual Balance5,000.00 24Flex-day, Fall 2010

What do you notice? Your Purchase Requisition is now showing on the Summary page and has affected the Balance Available for the Object Code 54110. [As always, do not forget to Save your work..] Now we will enter in an expense that you have used a District Check Request to pay. Click on the OLink1 Hyperlinked button to take us to the expense sheet for 54110. Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ - $ 5,000.00 $ 500.00 $ 4,500.00 54210Non Instr SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 5,000.00 $ - $ 5,000.00 $ 500.00 $ 4,500.00 59990 Indirect Costs $ - Total Expenses : $ 5,000.00 $ - $ 5,000.00 $ 500.00 $ 4,500.00 25Flex-day, Fall 2010

You will notice I entered in an expense reimbursement for a Kinkos purchase on the yellow line. Under Name, I entered the expense name, meaning: who is the Payee. Under the expense column on the very same line, I have entered the amount of the expense reimbursement. Notice the Available Balance has been affected by this reimbursement. Also, look at the bottom of the Expense column and you will see the total of your expenses to date. Click on the Summary button to return to the Summary Page. 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55 Reimbursement for Kinko's copies 4,472.45 $500.00 $27.55 4,472.45 Actual Balance4,972.45 26Flex-day, Fall 2010

You will now see the Expenditure Column has your entry in it and the Budget Available balances have been updated with the new balances. Let us continue with the entry of an Office Depot invoice against the Purchase Requisition [now Purchase Order] and see how this works. Click on OLink1 Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 27.55 $ 4,972.45 $ 500.00 $ 4,472.45 54210Non Instr SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 5,000.00 $ 27.55 $ 4,972.45 $ 500.00 $ 4,472.45 59990 Indirect Costs $ - Total Expenses : $ 5,000.00 $ 27.55 $ 4,972.45 $ 500.00 $ 4,472.45 27Flex-day, Fall 2010

You received an invoice for items purchased at Office Depot in the amount of $125.67. We need to record the invoice as an expense [see Expense column] AND as a reduction to the Purchase order in the Allocated column. This is a double sided entry as the purchase, in this case, also changes the balance of the Purchase Order. Review the bottom of each column to see your new balances. ALSO, look at the Available Balance column. It remains the same. WHY? Because we are adjusting the Purchase Order downward and increasing the Expense upward. They both cancel each other out. We are making a purchase against an Allocation/Encumbrance. Return to the Summary page to see your results. 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55 Reimbursement for Kinko's copies 4,472.45 Office DepotB19056 -$125.67 $125.67 4,472.45 $374.33 $153.22 4,472.45 Actual Balance4,846.78 28Flex-day, Fall 2010

You will now see your Expenditure total AND your Encumbrance totals have changed. In addition, your Actual Balance AND your Budget Available has also been updated with the new entry. Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 153.22 $ 4,846.78 $ 374.33 $ 4,472.45 54210Non Instr SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 5,000.00 $ 153.22 $ 4,846.78 $ 374.33 $ 4,472.45 59990 Indirect Costs $ - Total Expenses : $ 5,000.00 $ 153.22 $ 4,846.78 $ 374.33 $ 4,472.45 29Flex-day, Fall 2010

West Valley-Mission Community College DistrictW.E.D. Tracking #BTRN 11-xxx FINANCE OFFICE BUDGET CHANGE/TRANSFER Account Key Object DescriptionCurrent BudgetRevised BudgetDifference = Zero $0.00 Totals: $0.00 Date The budget administrators who have signature authority for the account(s) must sign below. Approved__________________________________ Date ____________________ Ext._________ Budget Administrator Approved__________________________________ Date ____________________ Ext._________ Budget Administrator Approved__________________________________ Date ____________________ Ext._________ College President/Director of Business Services FOR FINANCE USE ONLY JOURNAL ENTRY # TRANSFER APPROVED BUDGET TRANSFER # DEBITCREDITKEYOBJECT Budget TechnicianDate What is this form? And why do I need to use it? 30Flex-day, Fall 2010

Budget Transfer form.. You will need to use this to: Why do I need to do that? Make changes to your budget You do not have enough money in an object code to make that next purchase, OR; You have overspent an object code. 31Flex-day, Fall 2010

What does this form do? You will need to designate FROM which object code to take money FROM to put into the object code you are needing to increase the budget $$$ amount. From this form, we will know how much $$$ to properly transfer for you. But Why do I need to do this? If you have overspent an object code, you will need to put it in balance, OR; You need to make a purchase from an object code that does not have enough money in it. 32Flex-day, Fall 2010

West Valley-Mission Community College District Expense Tracking # ETRN#11-xxx FINANCE OFFICE EXPENSE TRANSFER Fund-Cost Center-Tops-Object- Grant Code Cost Center/ Object DescriptionAmount $0.00 FROM: $0.00 Totals $0.00 TO: $0.00 Totals $0.00 Sum to zero$0.00 REASON:Fund/Grant/Department Why am I doing this Transfer? Date of Transfer The budget administrators who have signature authority for the account(s) must sign below. Approv ed Date Ext. Budget Administrator (From) Approv ed Date Ext. Budget Administrator (To) FOR FINA NCE USE ONLY JOURNAL ENTRY# Reviewed by: BY: SignatureDate Original To:Finance Copies To:Retained by "TO" Budget administrator & by "FROM" administrator This form is used to correct actual expenses only, not budget transfers or encumbrances. Corrections should indicate date and reference of the original transaction. The "from" is the account where the charges currently are shown in the general ledger; the "to" is where they should be charged. Expense Tracking form 33Flex-day, Fall 2010

Expense Tracking Form. You will need to use this to: Why do I need to do that? Move expenses to the proper object code IF it has been posted erroneously, OR; Another fund/grant is taking your expenses per agreement. 34Flex-day, Fall 2010

What does this form do? You will need to designate FROM which account to take the expense FROM to put into the account the expense needs to be moved to. From this form, we will know how much $$$ to properly transfer for you. But Why do I need to do this? Maybe you placed the wrong object code on the expense payment/ reimbursement, OR; You need to transfer the expense to the proper fund/grant. 35Flex-day, Fall 2010

What do I do with this form AFTER I have created it? After the appropriate signatures, it needs to be forwarded to Finance for posting. Why? It cannot be posted otherwise. Then you need to enter it into your Expense Tracking Spreadsheet. Why? So you can adjust the accounts needed by this transfer. A transfer is money spent or received. 36Flex-day, Fall 2010

How do I enter this in my spreadsheet? First, locate the object code[s] in your spreadsheet that this transfer will be posted to. IF you are taking an expense from a different fund, then it will be a one sided entry on your spreadsheet. In this case, it will be a +[plus], added to your expenses. IF someone else is taking the expense, it will also be a one sided entry on your spreadsheet. In this case, it will be a [minus], subtracted from your expenses. 37Flex-day, Fall 2010

Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $ 4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $ 5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990 Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 This is the Summary Sheet AFTER the Expense Transfer has been created. The next slide will show you how this came to be, starting with the Expense Transfer form. 38Flex-day, Fall 2010

West Valley-Mission Community College District Expense Tracking # ETRN#11-005 FINANCE OFFICE EXPENSE TRANSFER Fund-Cost Center-Tops-Object-Grant CodeCost Center/ Object DescriptionAmount $0.00 FROM:100-xxxxxx-xxxx-54110-000 $45.27 $0.00 Totals $45.27 $0.00 TO:100-xxxxxx-xxxx-54210-000 $45.27 $0.00 Totals $45.27 Sum to zero$0.00 REASON:My Fund To post to correct object code today's date The budget administrators who have signature authority for the account(s) must sign below. Approved Date Ext. Budget Administrator (From) Approved Date Ext. Budget Administrator (To) FOR FINANC E USE ONLY JOURNAL ENTRY# Reviewed by: BY: SignatureDate Original To:Finance This form is used to correct actual expenses only, not budget transfers or encumbrances. Corrections should indicate date and reference of the original transaction. The "from" is the account where the charges currently are shown in the general ledger; the "to" is where they should be charged. This is the completed Expense Transfer form. This will need to be entered on to your Expense Spreadsheet to update your expenses and see the results before it is posted to Datatel. 39Flex-day, Fall 2010

54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55 Reimbursement for Kinko's copies 4,472.45 Office DepotB19056 -$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78) Transferred to 54210 4,518.23 $374.33 $107.44 4,518.23 Actual Balance4,892.56 You will see the Expense Transfer has been entered. In this case, we are crediting [reducing] the expense because we are moving the $45.78 to object code 54210 from 54110. The next slide will show the debit [increase] from this transfer. 40Flex-day, Fall 2010

54210 DateNamePO# AllocatedPostedExpenseAvailable BalanceSummary 5,000.00 ETRN 11-005 $45.78 Transferred to 54210 4,954.22 $0.00 $45.78 5,000.00 Actual Balance4,954.22 In the subsheet for object code 54210, we see the increase of expenses from the Expense Transfer that you have posted. 41Flex-day, Fall 2010

What do I do if I have used all the lines on the spreadsheet expense page? First you will need to add more lines. How do I do this? Excel is a relational database type program. IF you add lines outside of the formula definitions, the additional lines will not be included in the formulas, thus the totals will not properly transfer to the Summary Page. So, highlight an area of lines on the OLink# page that have no expenses. Then, right click on your mouse and select INSERT. This will insert the number of lines you have highlighted. After that, you MUST remember to cut and paste the formulas appropriately AND to make sure every other line is yellow and every other line is white All of this MUST be done before the last line of the formula cell definition. [=sum(A6..A23] You would enter in the lines after A6 but before A23 to insure those new lines being added to the formula, thus being carried forth to the Summary Page properly. 42Flex-day, Fall 2010

The WHITE area is where we added lines. 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55 Reimbursement for Kinko's copies 4,472.45 Office DepotB19056 -$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78) Transferred to 54210 4,518.23 $374.33 $107.44 4,518.23 Actual Balance4,892.56 43Flex-day, Fall 2010

By Cutting and Pasting, change the WHITE lines to White and Yellow. Then Cut and Past the FORMULA to the White lines to fill in. 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55 Reimbursement for Kinko's copies 4,472.45 Office DepotB19056 -$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78) Transferred to 54210 4,518.23 $374.33 $107.44 4,518.23 Actual Balance4,892.56 44Flex-day, Fall 2010

Now when you add an Expense [as an example], the formula will properly self adjust. This will also carry forward to the Summary sheet as intended. 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55 Reimbursement for Kinko's copies 4,472.45 Office DepotB19056 -$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78) Transferred to 54210 4,518.23 $375.19 4,143.04 $374.33 $482.63 4,143.04 Actual Balance4,517.37 45Flex-day, Fall 2010

Notice the Balance on object code 54110 It has increased by the $375 expense from the OLink1 subsheet. This means you have created the additional expense lines correctly. Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 482.63 $ 4,517.37 $ 374.33 $ 4,143.04 54210Non Instr SuppliesOLink2 $ 5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 10,000.00 $ 528.41 $ 9,471.59 $ 374.33 $ 9,097.26 59990 Indirect Costs $ - Total Expenses : $ 10,000.00 $ 528.41 $ 9,471.59 $ 374.33 $ 9,097.26 46Flex-day, Fall 2010

Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $ 4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $ 5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990 Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 Now we see the result of the Expense Transfer Entry. IF you were to transfer the expense to someone elses account, then you would only have a credit that would be posted to this tracking sheet. Next we will do a Budget Transfer. 47Flex-day, Fall 2010

Budget Transfer guidelines When will it post? Why does it have to be Board approved? IF you are moving funds from the same object code rollup number [1000 to 1000; 4000 to 4000, etc], then after signatures, it can be posted to Datatel in one day. IF you are moving funds from one object code rollup to another [1000 to 2000, 2000 to 4000, etc], then it MUST be Board approved before it can be posted to Datatel. Once approved, then in a few days it can be posted to Datatel. 48Flex-day, Fall 2010

Budget Transfer guidelines What do I do if it cannot be posted right away? The purpose of the Expense Tracking spreadsheet is to allow you the foresight for planning so these type of transfers can happen in a more timely manner thus allowing you to make the purchases you are needing in also, a timely manner. With the tools presented here today, you can and should be able to plan your spending strategies effectively. IF it cannot be posted right away, see the Sr. Financial Analyst who works with your account for assistance. 49Flex-day, Fall 2010

Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $ 4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $ 5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990 Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 We are now going to do a Budget Transfer. Here is your CURRENT view of your Expense Tracking Spreadsheet. 50Flex-day, Fall 2010

West Valley-Mission Community College DistrictW.E.D. Tracking #BTRN 11-xxx FINANCE OFFICE BUDGET CHANGE/TRANSFER Account Key Object DescriptionCurrent BudgetRevised BudgetDifference = Zero 100-xxxxxx-xxxx-54110-000 $5,000.00$4,500.00($500.00) 100-xxxxxx-xxxx-54210-000 $5,000.00$5,500.00$500.00 $0.00 Totals: $10,000.00 $0.00 My Fund To move funds to allow for purchase Today's Date The budget administrators who have signature authority for the account(s) must sign below. Approved__________________________________ Date ____________________ Ext._________ Budget Administrator Approved__________________________________ Date ____________________ Ext._________ Budget Administrator Approved__________________________________ Date ____________________ Ext._________ College President/Director of Business Services FOR FINANCE USE ONLY JOURNAL ENTRY # TRANSFER APPROVED BUDGET TRANSFER # DEBITCREDITKEYOBJECT Budget TechnicianDate This form is used to revise the current year budget for the General Fund, categorical programs and restricted funds. For transfers among General Fund accounts, the increases must equal the decreases (i.e. the net change in expenditure budgets is zero). For catgorical programs and restricted funds, the balance between revenue and expense accounts must be maintained. This form is also used to reappropriate funds left unspent at the previous year-end closing. Any modifications to full-time accounts must be accompanied by the Board action corresponding to a reclassification, change in time base or turnover. Here is our completed Budget Transfer form, moving $500 from 54110 to 54210. In this case, it will post within one day 51Flex-day, Fall 2010

Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $ 4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $ 5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990 Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 Now we need to enter the Budget Transfer. Since we are starting with 54110, click on the BLink1 hyperlink to take you to the Budget Entry Sheet. 52Flex-day, Fall 2010

Budget Transfer Tracking Sheet Summary Grant NameMy Fund 100 Datatel#100-xxxxxx-xxxx-xxxxx-000 Object Code54110 BTRN Ref# [must Hyperlink] Budget Transfer AmountPostedBudget Available Beginning Budget Amount $ 5,000.00 Transfer $ (500.00) $ 4,500.00 Transfer $ 4,500.00 Transfer $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Total Transfers $ (500.00)Net Budget $ 4,500.00 Object Code54210 BTRN Ref# [must Hyperlink] Budget Transfer AmountPostedBudget Available Beginning Budget Amount $ 5,000.00 Transfer $ 500.00 $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Total Transfers $ 500.00Net Budget $ 5,500.00 We are now where we need to be to enter in our Budget Transfer. Since we are reducing 54110s budget by $500, in the cell under the GREEN Beginning Budget Entry, we enter in - 500, and hit the ENTER key. This will reduce our Budget Available. Next, we scroll down to 54210 and following the instructions above, we enter in the +500 to increase the Budget Available. Every BUDGET Entry MUST be balanced AND can only be transferred within the same fund. No transfers are allowed outside of your fund, meaning: from one fund to another. Click on the Summary hyperlink to see what your entries have done to your Summary page. 53Flex-day, Fall 2010

Fund Name: My Fund 100 Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund Amount [enter in gross budget amount] Amt Received [detail from revenue page] Fund Balance to be received Total Fund Amount 48651 48899 Your revenue account number may be different. Do not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code Description [ this fills in automatically by entering in the object code] Object Code Link Budget [figures comes from Budget Entry Link page] Budget Entry Link Expenditure [comes from object code detail page] Actual Balance [calculaated automatically] Encumbrance [comes from object code detail page] Balance Available [calculated automatically] 54110Instr SuppliesOLink1 $ 4,500.00 BLink1 $ 107.44 $ 4,392.56 $ 374.33 $ 4,018.23 54210Non Instr SuppliesOLink2 $ 5,500.00 BLink2 $ 45.78 $ 5,454.22 $ - $ 5,454.22 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ 10,000.00 $ 153.22 $ 9,846.78 $ 374.33 $ 9,472.45 59990 Indirect Costs $ - Total Expenses : $ 10,000.00 $ 153.22 $ 9,846.78 $ 374.33 $ 9,472.45 So what has happened? Notice your budget for 54110 and 54210. Object Code 54110 has been decreased, while 54210 has been increased. Also, your Actual Balance and Balance Available cells for each object have been adjusted by the Budget Transfer and you now have new balances. 54Flex-day, Fall 2010

I want to print out my Summary Page. What do I do? The Summary page is already set for printing. You do not have to do anything as it will come to you this way whether you use 1 or 30 object codes. Just select the PRINT Icon in Excel and the Summary Page will print. 55Flex-day, Fall 2010

Other things to note about the Expense Tracking Spreadsheet For the purposes of this presentation, I have only shown you 5 lines for which to enter in Object Codes. There are 30 contained within this sheet. They are hidden. To view them, highlight the lines from 19 to and including 71 and right click on your mouse and select Unhide and you will see all 30 line items. 56Flex-day, Fall 2010

Other things to note about the Expense Tracking Spreadsheet You do not have to use all of them. If you have 12 object codes, use only 12. Hide the rest by highlighting the lines you do not wish to use or see, and right click on your mouse and select HIDE. Seeing all 30 will not affect the usage of this sheet. However, why print what you do not use? Hiding what you do not need will not show up in your printed Summary page. 57Flex-day, Fall 2010

An ending note: Utilizing the spreadsheet will assist you greatly in knowing at any moment [before Datatel] where you stand financially with your fund/grant. With this knowledge, you can effectively strategize and plan your next fiscal move so your department can get those needed purchases in a more timely manner. 58Flex-day, Fall 2010

An ending note: Usage of the spreadsheet will take a little time to get comfortable with. Practice. Save the sheet to a separate file name and play with it. When you are comfortable with its operations, then save a real copy and get started using it. And a FINAL Question: How does this relate to Datatel? 59Flex-day, Fall 2010

AND here is your answer It does. When you view the Summary page, the columns of Budget, Expense, Actual Balance, Encumbrances [Allocations], and Balance Available completely mirror GLBS [the Detail report] in Datatel. 60Flex-day, Fall 2010

Another part of the answer When you view the Link subsheets for each object code, using the report GLBS [in Datatel], you will see all your Expenses AND Allocations along with the reductions to your specific Purchase Orders and subsequent increases to your expense line items for each PO purchase. 61Flex-day, Fall 2010

West Valley Mission Community College District 8/12/2010Detail Budget Status ReportPage: 1 For Period 07/01/2010 Thru 06/30/2011 Fiscal Year: 2011COSTCENTER: 260000 - Com. Serv. GL AccountAllocatedRevenue/Unexpended Unencumbered Date Sc Ref.NoDescriptionBudgetExpensesBalanceEncumbrancesBalance/Pcnt ---------------------------------------------------------------- 591-260000-6820-54210-000Com. Serv. : Non-Instr.Supplies/Materia Opening Balances --> $ 5,900.00 08/09 PJ V0327358Office Depot, Inc $ 84.26 07/07 EP B0019321Office Depot, Inc $ 4,000.00 08/02 EP B0019616 Mission College Bookstore $ 150.00 08/09 EP B0019321Office Depot, Inc $ (84.26) Current Period Totals --> $ 84.26 $ 4,065.74 To Date Totals --> $ 5,900.00 $ 84.26 $ 5,815.74 $ 4,065.74 $ 1,750.00 29.66% Future Totals --> Fiscal Totals --> $ 5,900.00 $ 84.26 $ 5,815.74 $ 4,065.74 $ 1,750.00 29.66% ======================== ================ == ============ == ============ ==== =============== == ============== = Totals for COSTCENTER: 260000 - Com. Serv. To Date Totals --> $ 5,900.00 $ 84.26 $ 5,815.74 $ 4,065.74 $ 1,750.00 This is an example of the GLBS Detailed Datatel Report 62Flex-day, Fall 2010

Another note to be aware of This spreadsheet should be used for only one [1] fund/costcenter. IF you have multiple funds/costcenters, use multiple copies of the spreadsheet as co-mingling of funds is not allowed. Beyond the legality of comingling of funds, it would make it more difficult for you to properly track your monies as to how much $$$ you actually have in the fund[s] you are attempting to track. Thus, use a different spreadsheet for each Fund and CostCenter. Name each one by your costcenter and save appropriately. 63Flex-day, Fall 2010

So how easy is that? When can I start using it?

IMMEDIATELY.. It really is that easy. And!!!!!! If you have any questions about using it; see Doug Masury [Funds 120, 121, 300, 591, 595] Queenie Chan [Funds 100, 017, 120, 712, 732] And we can help you in getting your finances in order. Thank you.. 65Flex-day, Fall 2010

budget and expense tracking spreadsheet training module by: douglas alan masury sr. financial...

Documents

object code fund

gross budget

revenue page fund balance

total fund

budget administrator

data budget

fund account

page balance available